Data Governance Committee (DGC) Meeting Notes 1_09_2014
Phone Conference and Blackboard 10:30am
*Highlighted = attended
Co-chairs
*Susan Maxwell
Clark College
*Carmen McKenzie
SBCTC
Business Affairs Commission (BAC)
Kevin McKay
Edmonds Community College
*Linda Schoonmaker
Clover Park Technical College
Human Resources & Management Commission (HRMC)
Bonnie Cauffman
Peninsula College
Information Technology Commission (ITC)
*Russ Beard (Mary Kay Wegner)
Bellevue College
*Sue Williamson
Skagit Valley College
*Eva Smith
Edmonds Community College
Instruction Commission (IC)
*Tom Nielsen
Bellevue College
Peter Lortz
North Seattle
Public Information Commission (PIC)
*Sherry Nelson
SBCTC
Janelle Runyon
SBCTC
Research and Planning Commission (RPC)
*Cynthia Requa
Green River
*Hal Royaltey
Peninsula
Student Services Commission (WSSSC)
*Ata Karim
Bellevue College
*Sandra Fowler-Hill
Everett
Next Meeting:
February meeting has been cancelled due to commission meetings
March 6, 10:30am Phone Conference
Call 360-407-3780
Enter PIN Code 901962# (be sure to enter # symbol)
Blackboard link :
https://sas.elluminate.com/m.jnlp?sid=2008170&password=M.6520DF63BE138D5FEBAE58B278B406
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DGC Meeting 1_09_2014
Agenda
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Introduction of new member - Ata Karim from Bellevue College
Congratulations to Sandra on her new job!
Update on Academic EPC coding
Update on Prior Learning Assessment work
Should we put our committee's meeting minutes on the state board web site?
How to communicate the new H21+ high school completion coding
Meeting Notes:
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Introduction of newest member - Ata Karim from Bellevue College
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Congratulations to Sandra on her new job! She will continue as a Data Governor through winter
quarter and is then leaving to be the president at Portland Community College (PCC) Rock Creek.
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Update on Academic EPC coding – Carmen talked with Ray and Tara at ctcLink. Concerned with
changes to Legacy and impact on conversion. These are the categories that will be used in PS. If
colleges are looking to standardize their codes for academic program codes in the legacy system
they should be thinking about what PS will be using. So data governance will not pursue this as
a system change to Legacy data.
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Exit codes – ctcLink good with this change – will go out to system. Carmen to WEC in Feb.
The following methodology will be used for data conversion into PeopleSoft:
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No Exit Code Z’s will be converted. Exit Code Z will contain a mixture of non-credit bearing
certificates as well as certification designations making it difficult to distinguish between the
two categories. Certifications will be recorded as milestones in PeopleSoft. Migration of
these records will need to be entered manually when deemed appropriate by the college.
 No Exit Code 9 records dated prior to Summer 2014 will be converted. The Exit Code 9
records are not easily categorized. Migration of these records will be entered manually
when deemed appropriate by the college.
 Exit Code 9 records from Summer 2014 forward will be migrated to PeopleSoft during data
conversion.
Update on Prior Learning Assessment work – needed more people involved due to articulation
and transfer questions. Carmen and Jan discussed and went to work group. Being vetted by
ARC. All of the Data Governors will take this to commissions in winter meetings.
Summary: student earns credit for prior learning. Assessed / evaluated in various ways. These
are direct transcripted and coded a particular way – see prior documentation.
Procedure Overview:
When possible, credit awarded for areas outside of traditional college course transfer will be directly
transcripted on a student’s transcript in the year quarter (YRQ) that it was requested. We will utilize
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DGC Meeting 1_09_2014
unique section codes to assist in tracking and reporting credits awarded in this fashion. In accordance
with accreditation standards, we will make a comment on the transcript identifying what courses were
awarded through this method.
Unfortunately, there will be situations where credit may be awarded even though the awarding
institution does not have a course which is a direct correlation. In these instances, courses will be
transcripted under the general category for which they fulfill (ex. Social Science or Psychology).
These are the recommended unique section codes and the credit classification they represent:
1. Transfer – These categories have individual unique section codes and will be considered as
transfer credit by all institutions.
a. AP – Advanced Placement (AP)
b. IB – International Baccalaureate (IB)
c. CLP – College Level Examination Program (CLEP)
d. DST – DANTES Subject Standardized Tests (DSST)
e. ACE – American Council on Education (ACE)
f. CLE – Cambridge “A” Level Exam
2. Prior Learning – These categories will be coded with PLC and are typically evaluated in a
clear cut manner. These include, but are not limited to:
a. Occupational Crosswalks (Police, Fire, AmeriCorps, Military, etc.)
b. Industry Certifications
c. Course Challenge
3. Experiential Learning – This category will be coded with PEL and must be noted on
transcripts; in accordance with accreditation standards. This classification is based on a
compilation of work which may be reviewed in a subjective manner.
a. Portfolio Review
The policy has been created elsewhere – data governance is only concerned with
implementation and coding.
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Should we put our committee's meeting minutes on the state board web site?
Overall people are in favor or minutes being available and in detail.
If necessary members should let the group know that something is just for discussion.
Review process. Share the minutes with group and then share the following week if there are
no concerns. Susan will provide a posting date in email and changes should be requested prior
to that date.
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How to communicate the new H21+ high school completion coding
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o
Advisor adds in prior learning
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HSC is the EPC code currently used along with exit code 6
DGC Meeting 1_09_2014
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New EPC will be HS2 – still with the exit code 6
Push and Pull communication discussion
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Have a home for coding – a structure for one place to locate coding
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Send to all listserves – but Carmen does not have access to all
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However data governors have access and could sent out
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Could have dgc@sbctc.edu email that subscribes to all listserves and then we have
access to all. But some are closed listserves – and concern about access.
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Need to inventory what sbctc has access to and who really needs to get the emails. –
Sherry will coordinate
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Could do a coding listserve that people subscribe to – but not everyone who need to get
the information will subscribe.
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Data governors will be responsible for communication with (forward to listserve) for
commission and councils
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College person – data governance at each college – would be a good thing to strive for.
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Data map will better document this process.
Note: need both call in and blackboard information in email and calendar.
Tom – what is IC being asked for – what is the language to use? For the exit code Informational only. However, can contact Carmen at sbctc if there are any concerns. No vote
WEC has (will have) reviewed. See below for more details.
Data Governors to do
Winter commission meetings share:
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Exit codes – informational, Carmen will be consulting with WEC at their winter meeting on Feb.
7th The proposal and power point are attached.
Prior learning coding – informational, Carmen will send final version of proposal to the data
governors by Feb. 4th. This is on the Instruction Commission’s work plan, so approval of the
proposal is needed by this commission.
Forward – email from Carmen on high school completion coding
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Data Governors forward to commissions and councils they feel are needed.
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DGC Meeting 1_09_2014